Queen’s Volunteer Engagement Certificate (QVEC)

QVEC Module 5: Five Steps to Volunteer Risk Management and Course Review

Presenters:

• Sarah Indewey, Associate Director, Alumni & Volunteer Relations -- @Sindewey

• Maryanne Wainman, Alumni Officer, Volunteer Relations

• Kathryn Vilela, Alumni Officer, Reunions

Join the QVEC Facebook group –facebook.com/groups/QVECforum

Introductions & Reflections:

• Any new faces?

• Learning Journal

QVEC Module 5: Five Steps to Volunteer Risk Management and Course Review

QVEC Module 5: Five Steps to Volunteer Risk Management and Course Review

What is Risk Management?

5 Steps to Consider in Volunteer Relations Risk Management

Risk Management – Exercise

Course Overview

Case Study

QVEC Module 5: Five Steps to Volunteer Risk Management and Course Review

What is Risk Management?

Risk management is the prediction and subsequent thoughtful organization of steps that would be taken in the case that adverse events occur, or the attempt to reduce or mitigate the potential for adverse conditions

to take place.

QVEC Module 5: Five Steps to Volunteer Risk Management and Course Review

QVEC Module 5: Five Steps to Volunteer Risk Management and Course Review

What is Risk?

5 Steps to Consider in Volunteer Relations Risk Management

Risk Management – Exercise

Course Overview

Case Study

START HERE: Consider the

Context

Identify the Risk(s)

Evaluate and

Prioritize

Approach Defined and Implemented

Communicate and Evaluate

QVEC Module 5: Five Steps to Volunteer Risk Management and Course Review

STEP 1: Consider the Context:

• Existing conditions

• Culture, history, resources, services, industry

• Program circumstances

• Supporting resources

QVEC Module 5: Five Steps to Volunteer Risk Management and Course Review

STEP 2: Identify the Risk(s):

• Types of Risks

• Environmental Factors that Contribute

• Categories of Risk: People, Resource,

Reputation, Legal/Liability

QVEC Module 5: Five Steps to Volunteer Risk Management and Course Review

STEP 2: Identify the Risk(s):

Categories of Risk:

• People (clients, family, staff, general public, other stakeholder groups)

• Property (buildings, equipment, financial,

electronic – records, data, etc.)

• Reputation (including impact to donations,

goodwill)

• Liability (criminal acts, policy violation,

contractual)

QVEC Module 5: Five Steps to Volunteer Risk Management and Course Review

STEP 3: Evaluate and Prioritize

• Likelihood – What are the chances of this actually happening?

• Frequency – What is the likely occurrence rate

How often could it happen?

• Severity of Impact – If it did happen, what

is the potential impact to your group, to

Queen’s?

QVEC Module 5: Five Steps to Volunteer Risk Management and Course Review

STEP 3: Evaluate and Prioritize

Impact and Frequency: 1 – 5 Scale (1 = low, 5 = high)

With a simple scale in place you can add together the risk of how often/likely together with severity to obtain a prioritization.

Common sense must also factor into these

calculations – particular areas of concern may

exist that you and your stakeholders determine require a defined approach.

QVEC Module 5: Five Steps to Volunteer Risk Management and Course Review

STEP 4: Approach Defined and Implemented

• Together with Stakeholders

• Define strategies for each identified risk:

o Mitigating

o Preventing

o Establishing steps to manage

• Analyze impact of strategies

o Cost

o Roll-out

o Communications

o Responsible person(s)

QVEC Module 5: Five Steps to Volunteer Risk Management and Course Review

STEP 4: Approach Defined and Implemented

Other considerations:

• Does the proposed strategy align with current practices and organizational culture?

• Can the strategy be implemented consistently?

• Are the resources available to implement the

proposed strategy?

• What roadblocks exist and how might

they be removed?

QVEC Module 5: Five Steps to Volunteer Risk Management and Course Review

BEFORE STEP 5

Can you justify proceeding???

What’s the evaluation math plus common

sense telling you?

QVEC Module 5: Five Steps to Volunteer Risk Management and Course Review

STEP 5: Communicate and Evaluate

• Widespread understanding, acceptance of mitigation tactics

o Types of communications: training, newsletters,

meetings, website updates

• Monitoring of effectiveness

o Types of monitoring: quarterly review,

tied to Departmental Objectives,

feedback from partners

• Adjustments as needed

QVEC Module 5: Five Steps to Volunteer Risk Management and Course Review

What is Risk Management?

5 Steps to Consider in Volunteer Relations Risk Management

Risk Management – Exercise

Course Overview

Case Study

QVEC Module 5: Five Steps to Volunteer Risk Management and Course Review

Risk Management Activity

1. List 3 of the potential risks

2. Define the category of risk: People, Resource, Reputation, Legal/Liability. Note: it could be more than 1!

3. How likely or how often is this risk likely to occur? Assign a frequency grade to each risk using 1 -5

4. Consider the negative impact or severity of each

5. Add the frequency and severity scores for each

If time, consider a few options for mitigating each risk!

QVEC Module 5: Five Steps to Volunteer Risk Management and Course Review

What is Risk Management?

5 Steps to Consider in Volunteer Relations Risk Management

Risk Management – Exercise

Course Overview

Case Study

QVEC Module 5: Five Steps to Volunteer Risk Management and Course Review

Course Overview:

Learning Journal Review

• Top learns from Module #1

• Top learns from Module #2

• Top learns from Module #3

• Top learns from Module #4 (online)

QVEC Module 5: Five Steps to Volunteer Risk Management and Course Review

What is Risk Management?

5 Steps to Consider in Volunteer Relations Risk Management

Risk Management – Exercise

Course Overview

Case Study

QVEC Module 5: Five Steps to Volunteer Risk Management and Course Review

Case Study: Putting it all together

• Plan for volunteer engagement in the program

• Recruitment and screening of event volunteers

• Orientation, training and onboarding of event volunteers

• Recognition of volunteers

• Managing risk related to engaging volunteers

QVEC Module 5: Five Steps to Volunteer Risk Management and Course Review

What is Risk Management?

5 Steps to Consider in Volunteer Relations Risk Management

Risk Management – Exercise

Course Overview

Case Study

QVEC Module 5: Five Steps to Volunteer Risk Management and Course Review